Staff Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

We are currently searching for a Staff Assistant. This role will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services and will be located within the Office of Communication and Public Liaison. This is a full-time opportunity located in Bethesda, MD.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms.

• Coordinate meetings, workshops, and courses for staff; schedule conference rooms.

• Collaborate with Division Director, Division Staff, and Administrative Officer on a variety of Actions. Is the primary Point of Contact between the Division Staff and the Division Director and Administrative Officer.

• Set up and format spreadsheets to analyze information.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.

• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.

• Research information requested and provided that information; maintain status of projects; follow up on actions through contact with office staff.

• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.

• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

• Update and develop content for web sites and/or SharePoint Site for Division intranet, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare, review, and route various actions for submission to the Division Director and Administrative Officer.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, official duty memoranda, training requests, etc.

• Coordinate the printing and conversion of paper documents to electronic files.

• Prepares PowerPoint Presentations to include but not limited to development of draft presentations, incorporating feedback into presentations, updating existing presentations, reviewing presentations for accuracy.

• Provide logistic support for IC council.

• Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.

• Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.

• Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget, and travel actions.

• Prepares inventory and purchase requests and assists with property management.

• Coordinates with management on special projects.

#SOAR

What You Will Need:

• Bachelor’s degree

• Minimum of EIGHT (8) years of experience in Executive level support/operations, Operations Logistics, E-Commerce, Business Management and Administration, General Business, Hospitality Management, Human Resourc